Zoom Phone Early Access

Before your Smith phone number is migrated to Zoom Phone on the cutover date, Zoom Phone features will be enabled within your Zoom application. This will provide you with the opportunity to explore all of its features before you need to handle official business calls. The time between when the phone functions are available to you and when your Smith number is migrated is referred to here as the early access period.

What's Different During Early Access

During your early access to Zoom Phone, a few things will look and function a bit differently than what you’ll see after the migration to Zoom Phone is complete on the cutover date. Including:

A temporary 5-digit extension number. You will have a 1-digit prefix (the number '3') before your usual 4-digit Smith extension e.g. 32082. See below on how to find and confirm your extension.
You will need to dial an intermediate number to place test calls to yourself on Zoom Phone. See instructions below.
The Zoom Phone directory may have names that will not appear in the final directory.
If you currently answer the phone for multiple lines, have shared line groups, automated attendants, or other special call handling set up, those should also be set up now. (These setups are most applicable to academic coordinators, administrative assistants, and teams with special lines.)

Things to Explore During Early Access

We encourage you to start exploring and preparing for the transition to Zoom Phone now. This will give you an opportunity to get comfortable with the many features that Zoom Phone has to offer, without using a physical desk phone. The following items are just a few recommendations on where to start.

Sign In

If you have never signed into Zoom before, please see Activate and Sign In for instructions. Here you will also find a link to download the Zoom application. (By default, ITS installs the Zoom desktop application on all Smith-assigned computers.)

IMPORTANT: To make and receive calls through the Zoom app on your computer or mobile device, you must sign in to Zoom with your Smith username and password.

Confirm Your Extension Number

During the early access period, you will be able to confirm that your extension number has been set up correctly. However, you will see a temporary prefix in front of your regular extension number (typically a '3') that will go away when your number is migrated on the cutover date.

From the Phone tab in the Zoom app, confirm your extension number displayed below the keypad. This should be the last four (4) digits displayed below the keypad. If the last 4 digits do NOT match your assigned Smith extension, please email ithelp@smith.edu.
When your phone number is migrated to Zoom Phone on the cutover date, only the last 4 digits will appear as your phone extension, and your number will look like a normal phone number. The '3' prefix to the left of your extension will go away at cutover.

Zoom Phone - Select Phone tab in Zoom App.mp4

You will use the temporary 5-digit extension number for test calls to your Smith phone extension. To call your number from an external phone, dial 413-585-3300 and enter the temporary 5-digit extension number.

For Academic Coordinators, Administrative Assistants, and others with special call handling responsibilities:

If you have the ability to answer more than one line (extension), confirm that those appear under the Lines as well - select the Lines tab on the left side of the screen. (Note that configuration of these setups will happen over several days during the Early Access period. We expect those setups to be configured by end-of-day on Oct 16.)

Place Outgoing Calls

To use Zoom Phone to place an outgoing call.

From the Phone tab in the Zoom app, use the keypad to place an outgoing call. You no longer need to dial 8 or 9 before the number.

For additional instructions, see Making and Receiving Calls.

Answer Incoming Calls

To answer incoming calls using Zoom Phone on your computer.

From another phone such as your cell phone, call your Zoom Phone extension. To call your number during your early access period, dial 413-585-3300 and enter the temporary 5-digit extension number.
On the computer where you are signed into Zoom, a pop-up will display. Answer the call by selecting Accept.
Experiment with the different in-call options.

For additional instructions, see Using In-Call Controls.

Voicemail

To view and listen to your voicemail messages:

Make another call to your temporary phone number (extension) and leave a voicemail.
From the Phone tab in the Zoom app, select Voicemail to view all of your voicemail messages. Listen to the message and view the transcript. For more information, see the Phone from the Desktop Client video and view the Checking Voicemail Messages chapter.
- - Optionally, you listen to voicemail messages from your mobile device.
From your Smith email account, view the copy of the transcript emailed to you.
From the Zoom Web Portal (smith.zoom.us), set up a customized voicemail greeting. For more information, see the Call Handling video and view the Recording and Selecting a Voicemail Greeting chapter.

Phone Directory

Zoom Phone has a contact directory and offers convenient call-by-name functionality. To try this out, you’ll need to call a Smith community member who also has Zoom Phone enabled i.e. has early access or was part of an earlier phase.

Navigate to the Phone tab in the Zoom app.
Above the keypad, start typing a person’s name to search the directory. Alternatively, type in an extension number. Their contact information will appear. (If it doesn’t, they may not yet be fully migrated to Zoom Phone.)
Select the contact to place a call.

Zoom Phone Early Access - Directory.mp4

Convert a Phone Call to a Zoom Meeting

Zoom Phone provides the ability to convert a Zoom Phone call to a Zoom Meeting while on the call.

While on a Zoom phone call with another person using Zoom Phone, select Meet to convert the phone call to a Zoom Meeting.

Additional Settings and Features

To explore the various phone options and preferences you can set and learn about more Zoom Phone features, visit Zoom Phone.

If you'd like to request a physical phone, complete the Zoom Phone Survey and Request Form.

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